General Services Administration, Region 3 Office; copies held by the Foundation. (GSA holds records for the Foundation under contract.)

Past and present Foundation employees.

Varied payroll records, including, among other documents, time and attendance cards; payment vouchers; comprehensive listing of employees; health benefits records; requests for deductions; tax forms; W-2 forms; overtime requests; leave data; retirement records. Records are used by Foundation and GSA employees to maintain adequate payroll information for Foundation employees, and otherwise by Foundation and GSA employees who have a need for the record in the performance of their duties.

31 U.S.C., generally.

See appendix. Records also are disclosed to GAO for audits; to the Internal Revenue Service for investigations; and to private attorneys, pursuant to a power of attorney. Records are also disclosed by providing a copy of an employee’s Federal Treasury Form W-2, "Wage and Tax Statement" to the State, city, or other local jurisdiction which is authorized to tax the employee’s compensation. The record will be provided in accordance with a withholding agreement between the State, city, or other local jurisdiction and the Department of the Treasury pursuant to 5 U.S.C. 5516, 5517, and 5520 or in the absence thereof, in response to a written request for an appropriate official of the taxing jurisdiction to the Executive Secretary, Harry S. Truman Scholarship Foundation, 712 Jackson Place, NW, Washington, DC 20006. In the latter case, the request must include a copy of the applicable statute or ordinance authorizing the taxation of compensation and the solicitation of the Social Security number, and should indicate whether the authority of the jurisdiction to tax the employee is based on place of residence, place of employment, or both.

Pursuant to a withholding agreement between a city and the Department of the Treasury (5 U.S.C. 5520), copies of executed city tax withholding certificates shall be furnished the city in response to a written request from an appropriate city official to the Executive Secretary, Harry S. Truman Scholarship Foundation, 712 Jackson Place, NW, Washington, DC 20006.

Storage:

Paper and microfilm.

Social Security Number.

Stored in guarded building; released only to authorized personnel.

Disposition of records, shall be in accordance with the HB GSA Records Maintenance and Disposition System (OAD P 1820.2).

General Services Administration, Central Office; copies held by the Foundation. (GSA holds records for the Foundation under contract.)

Employees of the Foundation and members of its Board of Trustees.

SF-1038, Application and account for advance of funds; Vendor register and vendor payment tape. Information is used by accounting technicians to maintain adequate financial information and by other officers and employees of GSA and the Foundation who have a need for the record in the performance of their duties.

General personnel information, including, among other data, copies of training and travel records, applications, suggestions, position descriptions, request for and notification of personnel action, employee performance ratings and promotion appraisals, time and attendance records, security clearances, titles, date of birth, grade, salary employment history, home address, age, marital status, Social Security Number, home telephone number, resumes, general correspondence, and letters of recommendation. System also contains copies of official Civil Service Commission and Foundation personnel forms.

See appendix. Completion of agency forms for requests for personnel actions, security clearances, training authorizations, travel authorizations, time and attendance records, reports, etc. Also used for issuing passes, motor pool ID, etc. Information is used "in house" for personnel evaluation and management. Information is disclosed to persons outside the agency for verifying employment/salary, preparing letters of reference at the request of the employee, making travel and training arrangements, and furnishing copies of performance appraisals to other government agencies when employees have applied for jobs elsewhere.

Storage:

Paper files.

Manual by name.

Stored in guarded building, released only to authorized personnel.

Disposition of records, shall be in accordance with the HB GSA Records Maintenance and Disposition System (OAD P 1820.2).

Persons nominated by colleges and universities in the United States, for consideration as potential Truman Scholars.

Documents and certifications to assist Foundation staff in evaluating a person’s application for a Truman Scholarship, including, among other documents, a listing of leadership positions held in high school and college; and of public service activities; letters of recommendation; test results, personal essay on the applicant’s interest in entering public service; a statement of intent to enter the public service; certifications as to U.S. citizenship and academic standings; test scores.

See appendix. Records also are released to experts and consultants hired by the Foundation or its administrative agent, Educational Testing Service, for evaluation and recommendation with respect to applicants’ qualifications for a Truman Scholarship.

Storage:

Paper.

Manual and automated by name.

Stored in a guarded building; released only to authorized personnel.

Foundation retains records only of those chosen as finalists in competition (Truman Scholars and alternates); all others are destroyed.

The subject individual; the nominating institution; reference supplied by the subject individual.

HARRY S. TRUMAN SCHOLARSHIP FOUNDATION

In the event that a system of records maintained by this agency to carry out its functions indicates a violation or potential violation of law, whether, civil, criminal or regulatory in nature, and whether arising by general statute or particular program statute, or by regulation, rule or order issued pursuant thereto, the relevant records in the system of records may be referred, as a routine use, to the appropriate agency, whether Federal, State, local or foreign, charged with the responsibility of investigating or prosecuting such violation or charged with enforcing or implementing the statute, or rule, regulation or order issued pursuant thereto.

A record from this system of records may be disclosed as a "routine use" to a Federal, State or local agency maintaining civil, criminal or other relevant enforcement information or other pertinent information, such as current licenses, if necessary to obtain information relevant to an agency decision concerning the hiring or retention of any employee, the issuance of a security clearance, the letting of a contract or the issuance of a license, grant or other benefit.

A record from this system of records may be disclosed to a Federal agency, in response to its request, in connection with the hiring or retention of an employee, the issuance of a security clearance, the reporting of an investigation of an employee, the letting of a contract, or the issuance of a license, grant or other benefit by the requesting agency, to the extent that the information is relevant and necessary to the requesting agency’s decision in the matter.

A record from this system of records may be disclosed to an authorized appeal grievance examiner, formal complaints examiner, equal employment opportunity investigator, arbitrator or other duly authorized official engaged in investigation or settlement of a grievance, complaint, or appeal filed by an employee. A record from this system of records may be disclosed to the United States Civil Service Commission in accordance with the agency’s responsibility for evaluation and oversight of Federal personnel management.

A record from this system of records may be disclosed to officers and employees of a Federal agency for purposes of audit.

A record from this system of records may be disclosed as a routine use to a Member of Congress or to a congressional staff member in response to an inquiry of the congressional office made at the request of the individual about whom the record is maintained.

1800.3 Procedures for requests for access to individual records in a record system.

1800.4 Times, places, and requirements for the identification of the individual making a request.

1800.5 Access to requested information to the individual.

1800.6 Request for correction or amendment to the record.

1800.7 Agency review of request for correction or amendment of the record.

1800.8 Appeal of an initial adverse agency determination on correction or amendment of the record.

1800.9 Disclosure of record to a person other than the individual to whom the record pertains.

1800.10 Fees.

Authority: 5 U.S.C. 552a; Pub. L. 93-579.

Source: 41 FR 52677, Dec. 1, 1976, unless otherwise noted.

§ 1800.1
Purpose and scope.

The purposes of these regulations are to:

(a) Establish a procedure by which an individual can determine if the Harry S. Truman Scholarship Foundation (hereafter known as the Foundation) maintains a system of records which includes a record pertaining to the individual; and

(b) Establish a procedure by which an individual can gain access to a record pertaining to him or her for the purpose of review, amendment and/or correction.

§ 1800.2
Definitions.

For the purpose of these regulations--

(a) The term individual means a citizen of the United States or an alien lawfully admitted for permanent residence;

(b) The term maintain includes maintain, collect, use or disseminate;

(c) The term record means any item, collection or grouping of information about an individual that is maintained by the Foundation, including, but not limited to, his or her employment history, payroll information, and financial transactions and that contains his or her name, or the identifying number, symbol, or other identifying particular assigned to the individual, such as social security number;

(d) The term system of records means a group of any records under the control of the Foundation from which information is retrieved by the name of the individual or by some identifying number, symbol, or other identifying particular assigned to the individual; and

(e) The term routine use means, with respect to the disclosure of a record, the use of such record for a purpose which is compatible with the purpose for which it was collected.

§ 1800.3
Procedures for requests for access to individual records in a record system.

An individual shall submit a request to the Deputy Executive Secretary of the Foundation to determine if a system of records named by the individual contains a record pertaining to the individual. The individual shall submit a request to the Deputy Executive Secretary of the Foundation which states the individual’s desire to review his or her record.

§ 1800.4
Times, places, and requirements for the identification of the individual making a request.

An individual making a request to the Deputy Executive Secretary of the Foundation pursuant to § 1800.3 shall present the request at the Foundation offices, 712 Jackson Place, NW., Washington, DC 20006, on any business day between the hours of 9 a.m. and 5 p.m. The individual submitting the request should present himself or herself at the Foundation’s offices with a form of identification which will permit the Foundation to verify that the individual is the same individual as contained in the record requested.

§ 1800.5
Access to requested information to the individual.

Upon verification of identity the Foundation shall disclose to the individual the information contained in the record which pertains to that individual.

§ 1800.6
Request for correction or amendment to the record.

The individual should submit a request to the Deputy Executive Secretary of the Foundation which states the individual’s desire to correct or to amend his or her record. This request is to be made in accord with the provisions of § 1800.4.

§ 1800.7
Agency review of request for correction or amendment of the record.

Within ten working days of the receipt of the request to correct or to amend the record, the Deputy Executive Secretary of the Foundation will acknowledge in writing such receipt and promptly either--

(a) Make any correction or amendment of any portion thereof which the individual believes is not accurate, relevant, timely, or complete; or

(b) Inform the individual of his or her refusal to correct or to amend the record in accordance with the request, the reason for the refusal, and the procedures established by the Foundation for the individual to request a review of that refusal.

§ 1800.8
Appeal of an initial adverse agency determination on correction or amendment of the record.

An individual who disagrees with the refusal of the Deputy Executive Secretary of the Foundation to correct or to amend his or her record may submit a request for a review of such refusal to the Executive Secretary, Harry S. Truman Scholarship Foundation, 712 Jackson Place, NW., Washington, DC 20006. The Executive Secretary will, not later than thirty working days from the date on which the individual requests such review, complete such review and make a final determination unless, for good cause shown, the Executive Secretary extends such thirty day period. If, after his or her review, the Executive Secretary also refuses to correct or to amend the record in accordance with the request, the individual may file with the Foundation a concise statement setting forth the reasons for his or her disagreement with the refusal of the Foundation and may seek judicial review of the Executive Secretary’s determination under 5 U.S.C. 552a(g)(1)(A).

§ 1800.9
Disclosure of record to a person other than the individual to whom the record pertains.

The Foundation will not disclose a record to any individual other than to the individual to whom the record pertains without receiving the prior written consent of the individual to whom the record pertains, unless the disclosure has been listed as a "routine use" in the Foundation’s notices of its systems of records.

§ 1800.10
Fees.

If an individual requests copies of his or her record, he or she shall be charged ten cents per page, excluding the cost of any search for review of the record, in advance of receipt of the pages.